There are two ways to process a journal in a community

• Manual Journal
• Journal Batch

1. Adding a Journal

1.1 Manual Journal

Navigation: Community Level > Finances > Journals

Click on Add Manual Journal Batch

The following fields will appear. Select the relevant ledger type (General, Customer, Supplier & Reserve Fund Ledger) and the relevant account within this ledger. Add a description, fill in an amount and choose whether it is a debit or a credit amount. Below the second line, there is an option to add in another line to the journal (Add Line). 

At the bottom of the journal,  select the date on which this journal should reflect in the specified ledgers, as well as the Journal Group that it relates to, if applicable. Click on Submit Journal Batch to save this journal.

1.2. Adding a Journal Batch

Navigation: Community Level > Finances > Journals

Click on Add Journal Batch Upload:

Download the file template from the pop-up screen. 

• Column A: will either be General, Customer, Supplier, or Reserve.
• Column B: is for the account number (GL code/ Customer code/ Supplier code).
• Column C: is the description field.
• Columns D & E: are the amount columns.
• Column F: calculation column to indicate if the journal is balancing.

As soon as all of the fields are filled in you can save the Excel spreadsheet and click on Click to upload batch file:

2. Editing a Journal Batch

Navigation: Community Level > Finances > Journals

To edit a journal batch you can click on the pencil icon next to any journal

The original journal will open up, which will enable editing of the whole journal.

3. Duplicate a Journal Batch

Navigation: Community Level > Finances > Journals

To duplicate any journal batch on the system, click on the duplicate icon next to the pencil icon. This will create the same journal. Amendments can be made to the journal to either change the date to a future date or a backdated journal.